WBN Privacy Policy
Updated: February 9, 2025
This is the Privacy Policy of the WBN - The Women’s Business Network of Canada, also known as the “Women’s Business Network of Ottawa” (“WBN”), a registered not-for-profit operating in Ontario, Canada, serving business women in the province.
Overview
This Privacy Policy describes how the WBN protects the personal information it collects and how it respects the privacy of the businesswomen it serves in the Province of Ontario. It is made available upon request and is posted to the WBN’s websites, namely: https://www.thebyas.ca and https://womensbusinessnetwork.ca/, (individually and collectively referred to here as the “Site”).
You must accept the terms of this Privacy Policy to use WBN services, including the Site. The effective date of the Privacy Policy and updated versions, is the date it is posted to the Site. Each new version supersedes and replaces all prior versions. The WBN reserves the right to change the terms of this Privacy Policy without giving prior notice to visitors and users of the Site and other services.
The terms of this Privacy Policy have been developed to align with the WBN’s purpose, vision, mission and values set out on the Site at: https://womensbusinessnetwork.ca/about-us/vision-statement/ and with applicable law.
As an organization run primarily by volunteer members, the WBN’s communication and information-sharing practices support the reasonable expectations of members to be able to administer the membership, inform business women about WBN services, facilitate networking and recognize the accomplishments of business women (e.g. Business Women of the Year Awards, or “BYA’s”). To do this, the business and personal information you provide or share with the WBN may be shared with members and other users of WBN services. This Privacy Policy is, therefore, designed to support the WBN’s objectives and the reasonable expectations of members and other users of WBN services, while at the same time protecting personal information, privacy and your right to choose what communications you receive from the WBN.
The terms of this Privacy Policy are to be understood and interpreted in accordance with the applicable laws of Ontario and laws of Canada applicable in Ontario, such as the Personal Information Protection and Electronic Documents Act (“PIPEDA”) and Canada’s anti-spam legislation (“CASL”).
The WBN endeavors to make this Privacy Policy both easy to understand and sufficiently detailed, so that you are informed about how we use your personal information. You can make inquiries about this Privacy Policy, at any time, by contacting the WBN Privacy Officer designated at the end of the policy. You should only continue to use the Site or other WBN services if you have accepted this Privacy Policy.
1. Acceptance of this Privacy Policy and Revisions
Please read the Privacy Policy in its entirety, indicate your acceptance of its terms and periodically check back for updates. Your decision to become a member of the WBN or use WBN services, means that you:
- accept the terms of this Privacy Policy, as amended from time to time
- confirm that you are 18 years of age or older
- are a resident of Ontario; and
- consent to the way which: 1) the WBN collects, processes and uses personal information; and 2) how the WBN will communicate to you information about its services.
By accepting the policy you also agree to do your part, as set out below, to ensure the good management of your personal information and facilitate the WBN to manage the personal information of members and other users of WBN services.
Each time we update this Privacy Policy you will be notified of the change and asked to review and renew your acceptance of the terms as amended. You can opt of this Privacy Policy at any time by giving written notice to the WBN of your desire to do so using the contact information provided at the end of this Privacy Policy.
2. What Personal Information Does the WBN Collect?
The WBN collects both business and personal information from users of its services. This Privacy Policy is particularly concerned with what the WBN does to protect the personal information it collects. The policy does not apply, however, to personal information you make accessible through other websites, social media channels or internet platforms.
You directly provide some personal information to the WBN and some other personal information is collected automatically when you use the Site and other online forums to interact with the WBN. The collection of personal information may be delegated by the WBN to one or more service providers, as outlined in this Privacy Policy.
The WBN collects personal information to facilitate your use of the Site and deliver to you other services. We use your personal information until you indicate to the WBN in writing that you wish to close your account or delete the profile you set up through the Site. We maintain an archived copy of your personal information for as long as necessary for the WBN to meet its legal and regulatory obligations, as well as exercise and safeguard its legal rights and other legitimate interests.
2.1 Information You Give to the WBN
The information you give to the WBN (some of which may be personal information), may include, but is not limited to:
- Email address
- First name and last name
- Phone number
- Address
- Photos
- Credit Card information
- Cookies and Site Usage Data
- Feedback in response to questions and in surveys (e.g. preferences, opinions, and personal experiences)
2.2. Information Automatically Collected
Some personal Information is automatically collected when you use the Site, through the use of cookies and similar technologies. This personal information helps you access and navigate the Site and helps the WBN serve you better (e.g. with new services, or to address service disruptions), and meet its legal obligations.
Examples of anonymous technical information that the WBN may collect can include your device IP address, browser type, operating system information, domain name, access times, referring website addresses, and other similar information. The WBN may use this kind of anonymous technical information to compile aggregate and statistical information, do service usage analytics, diagnose problems, or improve the operation of technical systems and servers, and update Site content. Such information cannot, generally, be used to identify you unless it is combined with other information that can be linked to you.
2.3 Information the WBN Receives from Service Providers
You acknowledge that WBN service providers who collect personal information on the WBN’s behalf have their own privacy policies. If you have questions about how our service providers handle your personal information, the WBN Privacy Officer may be able to direct you to the privacy policies of our service providers. While the WBN takes reasonable steps to interact with service providers who are obligated to protect personal information in accordance with the same laws that the WBN must comply with, you agree that the WBN is not responsible for how its service providers manage your personal information.
The primary service provider that the WBN delegates information collection activities to is Wild Apricot who helps with the administration of the Site, event listings, member accounts and ticket sales. You can read more about how Wild Apricot manages personal information at: https://www.wildapricot.com/cookiepolicy and at: https://www.wildapricot.com/security-overview.
The WBN may also use other services to monitor and analyze the use of our services and Site to help us create content and services of potential interest to you, including marketing communications. One of these services, which the WBN has used, is Survey Monkey to administer surveys.
If you use internet-based services to interact with the WBN, such as those offered by Facebook, or the Google and Bing web browsers, you can select when to use these services, limit what personal information is collected when using these services and opt out of tracking activities by going directly to the sites of the providers of such services.
3. Why Does the WBN Collect Your Information
The WBN may collect your business information and personal information for its operations, marketing and legal purposes, more particularly to administer its membership and services, inform members and other users about its services and facilitate networking for the businesswomen it serves. When personal information is used to conduct analytics, the information is either anonymous technical information, or is information that is ultimately anonymized when conducting analytics. The WBN will not attempt to link or match anonymous technical information with any personally-identifiable information unless the WBN has:
- your explicit consent to do so
- reason to suspect unlawful conduct relating to the use of WBN property, or services (e.g. in the case of an information security breach); or
- another legal basis for doing so
If the WBN wishes to use the personal information you have provided for other purposes not set out in this Privacy Policy, it will seek your explicit or implied consent to do so.
3.1 Collection for Operational and Marketing Purposes
The WBN uses the business information and personal information we collect from you to facilitate your use of our services, for example, to:
- Set up an account for you to use the Site and other services
- Provide and maintain WBN services, including, for example, a member directory, forums for members to post about their activities, a mentorship program, events and all associated administration required to deliver its services
- Facilitate introductions between members and other attendees of WBN events
- Notify you about changes to WBN services
- Provide customer care and support in response to your inquiries
- Collect your input and feedback to conduct analyses so that we can improve WBN services (e.g. through surveys)
- Monitor the usage of WBN services
- Detect, prevent and address technical issues with the delivery of WBN services
- Enhance and improve your experience by communicating to you information about the WBN, its offerings, sponsors, partners and providers
3.2 Collection for Legal Purposes
The WBN may collect and use personal information where it has a legal duty or right to do so, for example, to investigate and address unlawful activities relating to the use of WBN services. Alternatively, the WBN may be required to provide personal information when compelled by a court order. You agree that the WBN is under no obligation to notify you that it has been legally compelled to disclose your personal information and you will not hold the WBN responsible, or liable for any impact such disclosures may have on you.
3.3 Consent for Electronic Communications
Most of the WBN’s communications are electronically communicated to members and other users of its services. By accepting this Privacy Policy you are consenting to the WBN’s use of commercial electronic messages in accordance with CASL to communicate with you for operational, marketing and legal purposes, as out in this Privacy Policy. You are also consenting to members and users of the Site to use the information you provide in the member’s directory to contact you by way of electronic communication, such as email or through LinkedIn.
The WBN does not rent, sell or trade customer lists. You, similarly, agree not to use the information in the WBN’s member directory or information about attendees at WBN events to solicit business. The WBN instead provides options for members to advertise their offerings through the Site, social media channels, and other forums that can be accessed by members and other users of WBN services. In addition, you undertake to ensure that all of your communications to WBN members and other users of WBN services are done in compliance with CASL.
4. How Does the WBN Collect Personal Information?
The WBN collects personal information directly or indirectly from its members and other users of WBN services for the purposes set out in this Privacy Policy.
The WBN may collect personal information from you in person, online, for example, whenever you visit the Site, or by other means, such as by way of telephone, e-mail, fax, or regular mail. You can opt-out of receiving such communications by contacting the WBN Privacy Officer using the information provided at the end of this Privacy Policy.
Collecting anonymous technical information is generally done using “cookies” when you visit the Site. The Site is a WordPress website, which uses certain default cookies: https://wordpress.org/support/article/cookies/ to help users login by storing, for example, authentication information for a period of time. “Cookies” are small text files placed on your computer that can collect and store a variety of information. Certain cookies are stored indefinitely on a user’s hard drive unless manually deleted, while temporary cookies are automatically deleted from the user’s browser upon logging out of a website. You can disable “cookies” through your web browser settings. By disabling “cookies” you are still able to use the Site, although some functionality may be lost.
5. When Is Your Personal Information Disclosed?
The WBN only discloses personal information as reasonably required to facilitate the purposes set out in this Privacy Policy. In general, personal information is only disclosed within the WBN on a need-to-know basis.
5.1 Volunteer Members
WBN members offer their time on a volunteer basis to run the various committees responsible for much of the day-to-day planning and operations of the WBN, following the guidance of the WBN President and Board elected from time to time by WBN members.
WBN members may also volunteer their time to share their knowledge and expertise as speakers, facilitators and educators at events hosted by the WBN. In these roles, members may be provided with your business information and some personal information, such as your preferences for the services being offered, dietary restrictions, other accommodations, and your feedback from surveys.
The WBN takes reasonable measures to ensure that volunteer members follow protocols for safeguarding your personal information and respecting your privacy under this Privacy Policy. Volunteer members are also made aware of their obligations to abide by other WBN policies and requirements to support the businesswomen served by the WBN. For example, volunteer members are required to review and execute the WBN’s “Volunteer Charter”, which sets out responsibilities relating to the protection of your personal information in accordance with this Privacy Policy and WBN operational procedures. Volunteer members are also required to undertake responsibilities in relation to WBN programs, such the WBN’s mentorship program; members who participate as mentors agree not to share the confidential business and personal information that a mentee may disclose during the program. Beyond taking such measures, you agree that the WBN is not responsible for the actions of its volunteer members that may result in the unauthorized use of your information, and/or unauthorized disclosure of your personal information.
5.2 Service Providers
Any permission you grant the WBN with respect to the use of your personal information, however, includes the permission for the WBN to share your personal information with its service providers so they can perform their duties to the WBN and/or support the operation of the Site and the WBN’s social media channels to provide you with content and other information. As previously stated in this Privacy Policy, providers control their own operations and while the WBN may request that they ensure proper steps are taken to manage the privacy of your personal information, the WBN does not have the ability to directly intervene in their processes and systems for doing so. You, therefore, agree not to hold the WBN liable or responsible for the actions of its providers with regard to the collection and handling your personal information.
Similarly, you acknowledge and understand that the WBN does not screen, monitor or evaluate the content, or policies of third-party websites or platforms. When navigating to third party websites or platforms you agree that you alone are responsible for reviewing, accepting and abiding by the content, terms of use and policies of third-party websites and platforms.
5.3 Your Responsibility Over Your Personal Information
You agree that you, at all times, have control and responsibility for the choices you make to use a given service and to provide your personal information to the WBN and others in order to receive information and WBN services. This includes, without limitation, personal preferences that may be stored in web browser caches and/or elsewhere in your personal devices, as well as information you may share in WBN social media channels, in your blog posts hosted on the Site, and during recorded online sessions, programs, meetings and events.
While the WBN may monitor content expressed in online channels and on platforms it uses, you agree that the WBN has no obligation to do so, or moderate such content unless mandated by law. The WBN may provide, if it chooses to do so, guidelines for respectful and constructive communication to foster greater awareness among users of the Site and other services.
If you express online, through the Site, third-party sites and/or third-party platforms personal information, exercise care and caution to ensure the information you express is not discriminatory, defamatory, negligent, harmful, infringing or a misappropriation of the rights of others. You agree that it is your responsibility to inform yourself and act in accordance with the privacy policies, terms of use and other conditions set by third-parties for the use of their sites and platforms.
6. Is There a Choice to Opt Out of This Privacy Policy?
You can deny, or withdraw your consent to the WBN’s collection, use and disclosure of your personal information at any time by providing reasonable written notice to the WBN Privacy Officer designated in this Privacy Policy. If, however, you do this and opt out of this Privacy Policy, the WBN may not be able to provide you with certain goods or services.
When you opt out of this Privacy Policy not all of your personal information will be erased from the WBN’s records, unless required by law. The WBN retains certain legal rights to securely maintain and use some, or all of the personal information you have provided, as set out in this Privacy Policy. Accordingly, you agree that all past collection, use and disclosure of your personal information made with your consent (explicit or implied) were lawfully made.
Please be aware that simply editing, or delete information from your account or profile on the Site, does not necessarily result in an opt-out of this Privacy Policy, or the WBN’s personal information collection practices. Therefore, the best way to ensure your choice to opt out is to notify the WBN Privacy Officer in writing.
7. How Does the WBN Protect the Security of Personal Information?
The WBN and Wild Apricot have in place reasonable policies, procedures and safeguards (including administrative, physical, technological and organizational measures) designed to protect the security of personal information against loss, theft, unauthorized access, copying and unauthorized modification. For example, SSL certificates and virus/malware vulnerability scanning are used to ensure the security of the Site. While the personal information collected is stored on secured servers, you understand that such servers may be accessed by legal authorities in accordance with the laws of the jurisdictions where your information may reside at any given point in time.
The WBN recommends you use anti-virus software, firewalls, make routine credit checks, and take other precautions on a regular basis to review and apply personal information security measures with regard to the use of your devices. This includes, among other things, reviewing and informing yourself about the security measures of third-party websites and platforms to help assure the proper collection and handling of your personal information.
You acknowledge and accept that the WBN’s security measures for the Site do not extend to, or affect the security of third-party websites and platforms, including without limitation, the websites and platforms of other users of the Site. You further accept that despite the commercially reasonable steps the WBN takes to protect your personal information from unauthorized access, its systems and information storage mechanisms are not immune from security breaches. You, therefore, agree not to hold the WBN responsible for security breaches of personal information which occur through third-party actions, websites or platforms.
8. How is Personal Information Stored?
The WBN stores personal information via a secure file server. The WBN, cannot, however, guarantee that your information will not be transmitted into, or through other jurisdictions, or otherwise be intercepted over the internet. Moreover, since the WBN does not have control over the information technology systems of service providers, there is also the possibility that your information may be transferred to information technology systems outside of your province or territory to a jurisdiction where privacy laws are less protective of your personal information. By accepting this Privacy Policy, you agree to such transfer of your personal information if and when they occur and will not hold the WBN responsible or liable for the any potential breaches of your privacy arising from these activities.
9. How Can You Access Your Personal Information Held by the WBN?
The WBN will provide you with access to your personal information that it holds when you make a written request for this information. Depending on the scope of your request, it will be fulfilled as soon as is practicable so that the WBN can access its information repositories and archived records.
Generally, there is no cost for such access; however, the WBN reserves the right to charge its reasonable costs on a case-by-case basis, as permitted by law. You will be notified in advance if charges could apply in conjunction with a request you make for a copy of your personal information held by the WBN.
You also consent to the WBN contacting you from time to time to confirm personal information it has on record. The WBN will correct, or amend the personal information in its records where it can be shown that the information is incorrect or incomplete.
10. Contact the WBN
For further information about the WBN privacy practices, to make a request for access to personal information, to file a complaint about the handling of your personal information, or inquire about any other matter relating to the management of your personal information please contact the WBN Privacy Officer as follows:
ATTENTION: WBN VP Operations Nicola Jaine
Women’s Business Network of Ottawa
M283-1554 Carling Avenue
Ottawa, ON, K1Z 7M4
Telephone: (613) 566-3442, ext. 230
